However, there are also many disadvantages to a manual system. A disadvantage of a manual system is that it saves a lot of space, instead of perhaps five or six filing cabinets; one or two computers could be installed that carry the same data. With a manual system a lot of storage space is wasted and it needs to be sorted every month or the system might fail and become disorganised. Also, with a manual system it takes a long time to search through to find the criteria of what you are looking for, and human error may occur. By using a manual system documents can be misplaced easily. Also with a manual system only one person can view the data at a time whereas when using a computerised system many people can see the data all at once. When using this system extra staffs are needed to administer the program.
Using a computerised system solves many problems and there are many advantages to it. Nonetheless everything has its disadvantages. Using a computerised system is good because it is less storage space and only takes up a few computers. It is much faster, easier and quicker to search records whereas if you a re looking for a manual record it will take a very long time to go through everything. On the computer you know that all your records are safe and no stranger will have access to the records. More than one person can view the records at the same time. A computerised system means less staff.
However there are advantages to a computerised system and they are as follows. It is expensive and the money which is put forward for the computers can be used in other aspects. When employing staffs they need to be trained to use a computer and staffs that are trained will demand more salary whereas using a manual system the staff will only need to know how to use a pen and a paper. On the computer if it gets a virus or the system fails the entire system will be wiped out and you will loose all the records whereas having it on a manual system will be no risk of loosing all the records. If the security is poor unauthorised users may access the information.
User Requirements
The user requires a system which will be fast, reliably and secure. A new system which can be:
- Compact and not take up too much office space
- Accessed by more than one person at time
- Sorted more than alphabetically
- Used to identify specific categories of visit
- Used to identify spelling and grammar errors
- Used to perform mail merge operations.
Methods of Collecting Information
The current system of collecting information at the theme park is by using file cards containing all of each customer’s details. This is going to be updated soon. However, here is an example of one the theme park already has:
I need to collect information about the current manual card system. This will help me find out what the staffs of the theme park require for a new system. There are different methods of collecting information that I can use. Below are some of the sources you can use:
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Interview- I can interview the staff and ask them questions about the theme park.
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Advantages-The advantage of this is that I have an actual face to face conversation with the member. This is good because this will give me specific answers. E.g. I can ask them exactly what I want and if they do not give me an answer I am looking for then I can ask them another question to ensure they do.
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Disadvantages-The disadvantage is that the staff may not be able to take time off for the interview.
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Observation - I can go down to the Splash Out theme park office for a few days and observe how they work and the problems they come across.
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Advantages-The advantage of this is that I can clearly see their problem and realise what they need in anew system. The disadvantage is that it is time consuming and it would be quite boring to do for a few days. Also I might get in the way of the staff.
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Questionnaire- I can create a questionnaire to give to different members of staff.
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Advantages- The advantage of this is that it is quick therefore the new system will be created sooner and they need it as soon as possible. Also I can give different questionnaires to different members of staff to find out what problems each of the staff won’t really be disturbed from their work.
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Disadvantage-Some of the staff may not fill in the answers to the fullest possible.
I haven chosen to use a questionnaire as my method of collecting Information. I feel this is the best method because it is not personal like an interview and it doesn’t take much effort. It does not take a lot of time to fill in. This is an advantage. Observation would be inconvenient as it would lengthen the time the project takes and I may also have to spend several days at Splash out, to see how the staff work and if they require a computerised system over a manual system. A questionnaire I have prepared to find out more about the current system is on the following page
Questionnaire for new staff
Please answer these following questions in as much details as you can and give reasons for your answers where possible. It will be greatly appreciated.
1. How long have you worked for this theme park?
_______________________________________________________
2. What qualifications do you have for this job?
______________________________________________________________________________________________________________
3. What information do you require about visitors?
____________________________________________________________________________________________________________________________________________________________________________________________________________________________
4. Do you think that the manual card system is a good system? (Reasons)
______________________________________________________________________________________________________________
5. Do you think that this system needs to be improved? (Reasons)
______________________________________________________________________________________________________________
6. How often is a card misplaced or lost?
_______________________________________________________
7. Do you find it hard to search through the cards to find visitors that have not been to the theme park in over 6 months?
8. Is it simple to find out how many visitors have children?
_______________________________________________________
9. Which method do customers use to pay?
_______________________________________________________
10. Where are the cards stored?
_______________________________________________________
11. Are the cards easily accessible?
12. What does your job involve?
13. What problems do you face whilst working at the theme park?
14. How would you benefit from a computerised solution?
Thank You for taking your time to fill out this questionnaire. It is very much respected.
Inputs, Outputs and Processing
There are many inputs that the secretary can be asked to do. All of these involve a process and then need to be outputted. At present all these inputs and outputs have to be done by hand, by using the manual card system, which can take a lot of time and effort. An Input is the query or question, which needs to be addressed. The process is the way in which the secretary carries out the task at hand, and the output is the way in which you interact with the customers.
I have decided to use the computerised solution
This is because I think that this method would be more efficient and practical than a manual solution. It doesn’t take much space to store the data as it will all be on a computer. With a computer you can back up all the data so that it won’t be lost easily. It is very quick to search for individual records and you can sort the information in a number of different ways. When entering data, there are ways that you can verify it to prevent errors.
If I had chosen the manual version I would have a lot of problems. The index cards would have to be written out again if there is a mistake or if it needs to be updated. Also a lot of storage space is required to put the cards in file cabinets. It is time consuming to file all the cards and they can get lost easily. Another problem is that not everyone might be able to read the handwriting of the person filling out the cards.
As I have chosen the computerised solution, I will now need to decide which hardware and software to use.
Word Processing Software
Advantages: Data can be entered, saved and printed; images from Clipart are available, tools such as spell-check, grammar check and thesaurus; Spreadsheets, tables and graphics can be imported; there are good drawing tools such as fonts and word art; Desktop Publishing can be done; there are search and sort facilities.
Limitations: It is not easy to change/edit images; it is difficult to work with graphs; the hypertext links aren’t easy to use; there are limitations to the searching and sorting.
Spreadsheet Software
Advantages: Data can be entered, saved and printed; formulae can be used; easy to use graphs, tables and charts; you can do calculations; sorting and searching facilities; mail merge facilities; Spell-check and grammar check.
Limitations: It is not designed for word processing; handling text and images is not easy; there are limitations to the searching and sorting.
Database Software
Advantages: Data can be entered, saved and printed; Tables, queries, forms and reports can be easily generated; Searching, sorting and filtering facilities available; Mail merge facilities available; You can set up verification and validation rules; Searching, sorting and filtering facilities available
Limitations: Not suited to word processing documents; manipulation of text and images not easily achieved; difficulty with graphs.
DTP Software
Advantages: Data can be entered, saved and printed; a wide range of graphics and images; text and sound can be imported; easy to manipulate graphics; animation features can be used.
Limitations: No columns; tab Key functions are difficult; cannot import spreadsheets; search and sort facilities unavailable.
Hardware
The theme park will require the obvious aspects of hardware such as a mouse and keyboard, as well as a printer. They will need a printer to print out letters etc, and it may also be useful for them to have a digital camera to take photos and put them onto the computer.
My success criteria
For this system to be successful I will:
- Give each member of staff access to a computer and send the staff that need to learn how to use computers on a computer course.
- Make sure that the information is sorted in a number of different ways such as alphabetically, by most recent visitor and visitors with children.
- Insure that the system is easy to operate and the theme park can make the most benefit from it.
